FOX VALLEY PARK DISTRICT BOARD OF TRUSTEES Serving the Fox Valley Park District Kane, DuPage, Kendall and Will Counties, Illinois OPEN SESSION MEETING AGENDA February 13, 2017 Prisco Community Center 150 W. Illinois Avenue, Aurora 6:00 p.m. 1.0 CALL MEETING TO ORDER President Anderson 2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE President Anderson 3.0 ROLL CALL President Anderson 4.0 ADDENDA TO THE AGENDA President Anderson 5.0 CONSENT AGENDA President Anderson 5.1 Approve the Open Session meeting minutes of January 2017. 5.2 Approve payables January 2017 in the amount of $1,567,019. 5.3 Approve statement of estimated revenues and expenses for period ending December 31, 2016. 5.4 Approve Executive Director, Department Heads and other reports. 5.5 Capital projects permitting fees and charges, cost summaries and project bid schedule report. 5.6 Approve an amendment to the September, 2016 design engineering services agreement with Williams Architects in an amount not-to-exceed $25,000. 5.7 Approve the purchase of phase 2 of fleet management software and support from CFA Win, Inc. In the amount not-to-exceed $18,650. 5.8 Approve the purchase of one Bobcat 3650 from Atlas Bobcat, Inc. in the amount of $27,545. 5.9 Reject the bids from George’s Landscaping, Inc. and Innovation Landscaping, Inc. for the construction of the Goodwin Park pickleball court improvements. 5.10 Approve Briefing Center Agreement with West Aurora School District #129. 5.11 Approve Memorandum of Understanding between Fox Valley Park District and Aurora University. 1 6.0 PRESENTATIONS AND SPECIAL RECOGNITION President Anderson 6.1 7.0 PUBLIC COMMENT - For matters not on the agenda. President Anderson (Limited to one-3 minute comment per person; maximum 15 minutes). 8.0 ATTORNEY BUSINESS Attorney Hodge 8.1 9.0 EXECUTIVE DIRECTOR BUSINESS Director Pilmer 9.1 10.0 CONTINUED BUSINESS 10.1 11.0 NEW BUSINESS 11.1 Approve the purchase and installation of Wayne Industries 6 yard refuse body for an amount not-to-exceed $50,000. John Kramer 11.2 Approve the purchase of two Marlow aquatic pool circulation pumps from Thomas Pump Company, Aurora, IL, for an amount not-to-exceed $35,201. John Kramer 11.3 Approve the purchase of a Neptune Benson filter system in the amount of $132,423. John Kramer 11.4 Approve the five year lease agreement with ATI Physical Therapy at the Vaughan Athletic Center. John Kramer 11.5 Approve the bid submitted by George’s Landscaping, Inc for the construction of the Blackberry Farm pony shade structure in the amount of $22,300. Jeff Palmquist 11.6 Approve the bid in the amount of $34,939 submitted by Advantage Paving, Inc. for asphalt paving at the Eola Community Center. Jeff Palmquist 11.7 Approve the bid in the amount of $237,789 submitted by The Kenneth Company for the construction of park improvements at the Verona Ridge park site. Jeff Palmquist 11.8 Authorize staff and consultants to proceed with final construction plans for the west side park development in accordance with the preferred concept plan. Jeff Palmquist 11.9 Approve the proposed rental fees for Blackberry Farm’s permanent tent in Area 4. Jaime Ijams 11.10 Approve Phase I services of Superlative Group, Inc., in the amount of $40,000 for the purposes of delivering an Asset Valuation Report. Dan Leahy 2 12 CLOSED SESSION President Anderson 12.10 Approval to convene into Closed Session of the Fox Valley Park District Board of Trustees to consider one or more of the following subjects under the Open Meetings Act, Section 2 (c): (1) The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity; (2) Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees; (5) The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired; (6) The setting of a price for sale or lease of property owned by the public body; (11) Pending, or probable and imminent, litigation when an action against, affecting or on behalf of the district has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting; (21) The discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. (GENERAL PROVISIONS (5 ILCS 120/) Open Meetings Act). 13 RETURN TO OPEN SESSION President Anderson 13.10 Approve Closed Session Minutes from December12, 2016. 14 ADJOURNMENT President Anderson The Fox Valley Park District is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact ADA Coordinator, Mr. John Bier (630-897-0516) promptly to allow the District to make reasonable accommodations. 3 5.1 FOX VALLEY PARK DISTRICT BOARD OF TRUSTEES Serving the Fox Valley Park District Kane, DuPage, Kendall and Will Counties, Illinois OPEN SESSION MEETING MINUTES January 9, 2017 Prisco Community Center 150 W. Illinois Avenue, Aurora 6:00 p.m. 1.0 CALL MEETING TO ORDER President Anderson was absent – Board Chair Alex Alexandrou served as acting President and called the meeting to order at 6:00 p.m. 2.0 PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE Board Chair Alexandrou led in reciting the Pledge of Allegiance. 3.0 ROLL CALL The following members of the Board of Trustees were present: Alex Alexandrou, Theodia Gillespie, Rachel Ossyra, Bob Vaughan and Denny Wiggins, Cynthia Penne participated by phone. Chuck Anderson was absent. A quorum was present. Also present: Executive Director Jim Pilmer, Attorney Gerald Hodge, administrative staff and guests. 4.0 ADDENDA TO THE AGENDA None presented. 5.0 CONSENT AGENDA Denny Wiggins motioned, Theodia Gillespie seconded and the board unanimously approved the consent agenda items. Roll call – voting Aye: Theodia Gillespie, Rachel Ossyra, Cynthia Penne, Bob Vaughan, Denny Wiggins and Board Chair Alexandrou; voting Nay: none. Motion carried. 5.1 Approve the Open Session meeting minutes of December 12, 2016. 5.2 Approve December payables in the amount of $1,474,255.09. 5.3 Approve statement of estimated revenues and expenses for period ending November 2016. 5.4 Approve Executive Director, Department Heads and other reports. 5.5 Capital projects permitting fees and charges, cost summaries and project bid schedule report. 5.6 Approve a two-year License Agreement Extension between the Fox Valley Park District and Gene Feldott for farmland use of approximately 20 acres of undeveloped property at the Stuart Sports Complex. 1 5.7 Approve 2017 Holiday Schedule for full-time employees. 5.8 Approve the declaration of the miscellaneous items for sale as described on the attached spread sheet as surplus. 5.9 Approve Statement of Agreement between West Aurora School District # 129 and Fox Valley Park District for use of participant schools for Sports Saturday Program. 6.0 PRESENTATIONS AND SPECIAL RECOGNITION None presented. 7.0 PUBLIC COMMENT - For matters not on the agenda. None presented. 8.0 ATTORNEY BUSINESS None presented 9.0 EXECUTIVE DIRECTOR BUSINESS Executive Director Jim Pilmer updated the board on the All-Staff meeting held at Prisco on December 15th, commendation professionalism in aiding a victim at Lebanon Park, ice rink at Randall Park moved from Blackberry Farm and FVPD recognized for its contributions to the Partners in Health. Board reminder of the February 22nd retreat from 8:30-12:00 at Orchard Valley Golf Course. 10.0 CONTINUTED BUSINESS None presented. 11.0 NEW BUSINESS 11.1 Discussion of west side park development site concept plans and summary of public input. Senior Director of Operations and Planning presented the concept plan. No action was taken. 11.2 Approve the purchase of one 2017 Ford F 450 from Currie Motors in the amount of $93,262. Assistant Director of Park Operations, John Kramer recommended approval for this purchase. Rachael Ossyra motioned, Theodia Gillespie seconded and the board unanimously approved the consent agenda items. Roll call – voting Aye: Theodia Gillespie, Rachel Ossyra, Cynthia Penne, Bob Vaughan, Denny Wiggins and Board Chair Alexandrou; voting Nay: none. Motion carried. 11.3 Approve the purchase of one 2017 Ford F 550 from Currie Motors in the amount of $113,807. Assistant Director of Park Operations, John Kramer recommended approval for this purchase. Denny Wiggins motioned, Bob Vaughan seconded and the board unanimously approved the consent agenda items. Roll call – voting Aye: Theodia Gillespie, Rachel Ossyra, Cynthia Penne, Bob Vaughan, Denny Wiggins and Board Chair Alexandrou; voting Nay: none. Motion carried. 11.4 Approve the purchase of one 2017 Ford Interceptor SUV in the not-to-exceed amount of $45,000 and to approve the sale of units #4 and #5. Assistant Director of Park Operations, John Kramer recommended approval for this purchase. Theodia Gillespie motioned, Bob Vaughan seconded and the board 2 unanimously approved the consent agenda items.